Check Sheets
for Accreditation Visiting Teams
(Public and Non-Public Institutions)
Standard Criteria
from the
Handbook of Accreditation
~ 2017 Edition ~
(Updated: 4-21-2017)
INSTRUCTIONS
General:
The conditions and criteria in the following check sheets are found in the Handbook of Accreditation.
There are some items on the check sheet, however, that are informational or procedural in nature and are to be completed only by members of accreditation visiting teams. These items specify that they are to be used only by visiting team members and will be either highlighted or will include special instructions for visiting teams.
The numbering system used in this document corresponds with both the Handbook of Accreditation (blue column on the left, when necessary), and the Council’s software for accreditation visiting teams (in the main body of the check sheets).
Throughout the check sheets, marking a YES response indicates the institution IS in compliance with a criterion. Marking a NO response indicates the institution IS NOT in compliance with a criterion and requires that finding(s) of non-compliance be written by the visiting team.
Multiple-Part Criteria: Sample Finding of Non-Compliance
Below is an example of a multi-part criterion. When visiting teams check NO to the contingent criterion, related criteria are automatically filled in by the software. The finding written by the team must follow the format described below.
Even if only one program fails to have an occupational advisory committee appointed, the Standard 2 Composite folder in the software reflects this…
Standard 2 Composite Criteria / YES / NO / N/AInstruction (continued)
8. The institution has appointed an occupational advisory committee for each program taught by the institution.
VISITING TEAMS: If NO is checked, resume with criterion 16. Write one finding of non-compliance that specifies BOTH the requirement to appoint a committee for each program AND each criterion 9-15. (See instructions page.) / ü / MULTI-PART CRITERIA
9. Occupational advisory committees are appointed for each program to ensure that desirable, relevant, and current practices of each occupation are being taught. / ü
Each occupational advisory committee:
10. Consists of a minimum of three members external to the institution who have expertise in the occupational program; / ü
11. Represents each geographical service area covered by the program at each meeting (main campus and each branch campus); / ü
12. Has at least three external members who meet these criteria present at each meeting (with at least two members physically present and one virtually present); and, / ü
13. Meets at least twice annually; and, / ü
14. Keeps typed minutes to document its activities, recommendations, meeting attendance, and demographic information for each member. / ü
15. Occupational advisory committees review, at least annually, the appropriateness of the type of instruction (such as lecture, laboratory, work-based instruction, and/or mode of delivery) offered within each program to assure that students gain competency with specific skills required for successful completion of the program. / ü
16. Job-related health, safety, and fire-prevention are an integral part of instruction. / ü
A finding of non-compliance must be provided in the Standard Two – Composite folder as follows:
The team finds that the institution failed to appoint an occupational advisory committee for the Practical Nursing program. The institution must appoint an advisory committee for the Practical Nursing program at the main campus of the institution to ensure that desirable, relevant, and current practices of the occupation are being taught. Furthermore, the advisory committee appointed for this program must:
· Ensure desirable, relevant, and current practices of each occupation are being taught;
· Consist of a minimum of three members external to the institution who have expertise in the occupational program;
· Represent each geographical service area covered by the program at each meeting (main campus and each branch campus);
· Has at least three external members who meet these criteria present at each meeting (with at least two members physically present and one virtually present); and,
· Meet at least twice annually;
· Keeps typed minutes to document its activities, recommendations, meeting attendance, and demographic information for each member.
Additionally, the committee must review, at least annually, the appropriateness of the type of instruction (such as lecture, laboratory, work-based instruction, and/or mode of delivery) offered within each program to assure that students gain competency with specific skills required for successful completion of the program.
Notice that in the sample finding provided above, the program that fails to comply with the advisory committee criteria is specified. If more than one program fails to comply, the finding must list each of those programs. Also, the finding includes all criteria related to occupational advisory committees that must be met (criteria 9 through 15 on the previous page).
STANDARDS WHERE MULTI-PART CRITERIA APPEAR
This version of the check sheets contains 12 multi-part criteria in the following standards:
Standard One – Institutional Mission
Standard Two – Educational Programs/Programs and Instruction
Standard Three – Program and Institutional Outcomes
Standard Four – Strategic Planning
Standard Five – Learning Resources/Media Services
Standard Six – Physical Resources and Technical Infrastructure
Standard Seven – Financial Resources
Standard Ten – Student Services and Activities
Council on Occupational Education
CONDITIONS CHECK SHEET
Generic Version – 2017 Edition
CONDITIONS / YES / NO / N/A1. The institution demonstrates that it satisfies each of the eligibility requirements to become a Candidate for Accreditation. (See Handbook of Accreditation)
2. The institution conducts its affairs with acceptable standards of honesty and integrity.
3. The institution meets all lawful obligations imposed by state and federal agencies.
4. The institution has notified the Commission of any individual affiliated with the institution who has been debarred by a government agency or another accrediting agency or was an owner, an administrator, or a governing-board member of a COE-affiliated institution that was denied accreditation, was dropped from accreditation, or closed without providing a teach-out or refunds to currently enrolled students.
5. The institution occupies its own physical facilities and is not co-located with another institution.
6. The institution maintains a permanent accreditation file which contains items set forth in the Commission conditions. (See Handbook of Accreditation)
Non-Public Institutions Only
7. (If required to operate) The institution has an original current license for the main campus and each branch and/or extension.
Item 8: This item is to be completed by Visiting Teams during accreditation visits.
Non-Public Institutions Only
8. List ID numbers and expiration dates of licenses for all campuses:
9. The on-site administrator or other full-time employee at the main campus attended required workshop(s) within six to eighteen months prior to hosting the accreditation visiting team. (See Handbook of Accreditation)
10. For initial accreditation or reaffirmation of accreditation, the institution has placed a notice in the appropriate newspaper(s) and/or media services no more than sixty (60) days prior to hosting the accreditation visit stating that it is applying for initial accreditation or reaffirmation of accreditation with the Commission of COE in compliance with Commission criteria.
Item 11: This item is to be completed by Visiting Teams during accreditation visits.
11. Date notice was published, broadcast, or televised:
12. The institution has submitted an evaluation of standards form from one of its occupational advisory committees prior to hosting an accreditation visiting team.
13. The institution has informed the Commission of all planned and unplanned substantive changes.
14. Innovative or experimental programs operated at variance with the standards have received Commission concurrence prior to implementation.
15. Documents the institution has filed with the Commission accurately represent the status of the institution. (NOTE: If this statement is checked “NO”, documentation which demonstrates the institution’s misrepresentation must be submitted with the team report.)
Accredited Institutions Only
16. The institution’s use of the accreditation seal is in compliance with Commission conditions. (See Handbook of Accreditation)
17. The institution adheres to the Commission’s condition on the monitoring of institutional growth and has notified the Commission of increases in total Full-Time Equivalent (FTE) that equal or exceed 25% of the established baseline, and for non-public institutions, increases in gross revenue of 100% or more from the previous year have been reported to the Commission.
18. All student recruitment activities used by the institution are truthful and avoid any false or misleading impressions of the institution, its programs and services, or employment, and are in compliance with Commission conditions. (See Handbook of Accreditation)
19. All media used by the institution for advertising purposes are truthful and presented with dignity to avoid any false or misleading impressions of the institution, its programs and services, or employment, and are in compliance with Commission conditions. (See Handbook of Accreditation)
Highlighted areas indicated changes from the previous edition.
CONDITIONS CHECK SHEET: Generic Version - 2017 Edition
Page 2
CONDITIONS (continued) / YES / NO / N/A20. A catalog and/or other official publications, which are published in hard copy or provided online, provide information specified in the Handbook of Accreditation, and are readily available to students, prospective students, and other members of the interested public.
21. If the institution employed a consultant for the purpose of assisting in the accreditation process, it submitted a copy of the consultant’s resume within 7 days after employment was secured, and can demonstrate that the terms of the consultant’s contract meet Commission conditions stated in the Handbook of Accreditation.
22. The role of contractors hired by the institution (if any) excludes the authority to make official decisions for the institution or to serve in the role of accreditation liaison officer for the institution.
23. If the institution participates in Title IV Financial Aid programs, it does not contract more than 25 percent of the instruction of one or more of its programs with an external agency, corporation, institution, or individual.
24. There is a clear indication that the faculty and staff were primarily responsible for the preparation, editing, and revision of documents required in the accreditation process.
25. The institution’s accreditation liaison officer is a permanent staff member located at the main campus.
Status with Other Agencies: A “YES” response for statements #25-30 signifies that the institution is in compliance with the Commission’s Conditions.
1. The institution is not the subject of an interim action by a state or federal agency potentially leading to the suspension, revocation, withdrawal, or termination of the institution’s legal authority to provide postsecondary education in any state in which it operates.
2. The institution has not had its state license suspended, revoked, withdrawn, or terminated, even if the required due process procedures have not been completed within any state in which it operates.
3. The institution has not voluntarily withdrawn its candidacy or accreditation while not in good standing from a nationally recognized accrediting agency.
4. The institution has not had its candidacy or accreditation withdrawn or been placed on public probation by a nationally recognized accrediting agency.
5. The institution is not the subject of an interim action by another accrediting agency potentially leading to the suspension, revocation, or withdrawal of candidacy or accreditation.
6. The institution has not been notified of the loss of any agency’s accreditation even if the due process procedures have not been completed.
7. If the institution is presently accredited by another nationally recognized accrediting agency, it describes itself in identical terms to each agency with regard to identity (i.e., main campus, branch campus, branch campus to main campus relationship), mission, governance, programs, degrees, diplomas, certificates, personnel, finances, and constituents to all federal, state, and other agencies, including accrediting agencies.
8. If the institution is seeking dual accreditation, the reasons for wanting dual accreditation have been submitted to each accrediting agency and to the Secretary of the U.S. Department of Education, and the institution has also designated which agency’s accreditation is to be utilized in determining the institution’s eligibility for program participation under the Higher Education Act.
Campuses other than the Main Campus: General / YES / NO / N/A
1. Branch or extension ownership is the same (same entity, proprietorship or partnership, or the same corporation) as the main campus.
2. Branch or extension names that have been expanded from the name of the main campus to clearly identify different locations or specific programs have been approved by the Commission.
3. Non-main campus locations that operate under the supervision of a full-time, on-site, local administrator who reports to the chief administrative officer of the main campus are properly identified as branch campuses with the Council.
CONDITIONS CHECK SHEET: Generic Version - 2017 Edition
Page 3
Campuses other than the Main Campus: Branch Campuses / YES / NO / N/A1. The complete name of the main campus is identified in all publications and advertisements when referring to a branch campus, extension campus, or instructional service center.
2. Duplicate records on personnel, financial matters, student attendance, and educational progress for branches, extensions, extended classrooms, instructional service centers, and/or auxiliary instructional sites are kept at the main campus. (NOTE: Institutions capable of maintaining and accessing records electronically may keep all records previously mentioned at the main campus.)
3. The on-site branch administrator reports to the on-site chief administrator at the main campus.
4. Programs offered at branches are described in the main campus catalog or branch supplement.
5. Programs offered at the branch that are not offered at the main campus are described in the main campus catalog.
Campuses other than the Main Campus: Extension Campuses / YES / NO / N/A
1. All extensions are located within a 50-mile radius of the main campus.
2. All extension programs are included in the main campus catalog.
Campuses other than the Main Campus: Extended Classrooms / YES / NO / N/A
1. All extended classrooms are located within two miles of a main or branch campus.
2. All extended classrooms are supervised by the administration of the main or branch campus.
Campuses other than the Main Campus: Instructional Service Centers / YES / NO / N/A
1. Program instruction at all instructional service centers is under the direct control of the main campus and located within the geographic service area designated by the governing board of the institution.
2. All instructional service center offerings are approved by the Commission.
3. Appropriate student services are available on-site at the instructional service center and the full range of services is made accessible to participating students at the main campus.
4. All instructional service centers are a joint venture between the institution and an employer or another educational agency.
5. The complete name of the main campus is identified in all publications and advertisements when referring to an instructional service center.
Campuses other than the Main Campus: Additional Space / YES / NO / N/A
1. Additional space acquired for instructional or administrative purposes is located within one quarter of a mile from a main campus or branch campus.
REQUIREMENT FOR CLOCK/CREDIT HOUR CONVERSION FOR FEDERAL STUDENT FINANCIAL AID
Institutions that are required to convert their programs to Federal Credit Hours for the processing of Federal Financial Aid programs must undergo a review of a sampling of the course prep hours included in a sampling of the total number of programs covered under the conversion. Indication of compliance with this requirement is made by visiting teams under Standard 2 – Educational Programs for each program chosen as part of the sample.
STANDARD 1